Code of Conduct of Spedition Services Ltd (SSL)
Issue 3, Date: 03/03/2021
1.General:
a. SSL and its employees must at all times comply with all applicable laws and regulations
b. SSL will not condone the activities of any employee, regardless the position and responsibility, who achieve results through violations of the law or unethical business dealings. This includes any payments, indirect contributions, rebates and bribery both towards Customers and/or Suppliers.
c. Accordingly, employees must ensure that their actions are in line with the laws and regulations of SSL’s organisation.
2. Employee Conduct:
a. SSL expects its employees to conduct themselves in an appropriate business-like manner. Unprofessional activities such as drinking, gambling, fighting, swearing and similar activities are strictly prohibited while on the job.
b. Employees must not engage in sexual harassment, or conduct themselves in a way that could be construed as such. (examples: inappropriate language, keeping or posting inappropriate materials in the work area, accessing inappropriate materials on their computer or sending such materials to other employees.)
3. Conflicts of interest:
a. SSL expects that employees will perform their duties conscientiously, honestly and in accordance with the best interest of SSL. Employees must not use their positions, or the knowledge gained as a result of their position, for private or personal advantage.
b. Regardless of the circumstances, if any employee senses that an action that they are pursuing or are contemplating pursuing may involve them in conflict of interest with SSL as an employer, they should immediately communicate all the facts to their supervisor.
4. Relationships with potential or existing Clients and Suppliers:
a. Employees, regardless of position or title, should avoid investing in or acquiring a financial interest for their own accounts in any business organisation that has a contractual relationship with SSL, or that provides goods or services to SSL, if such investment or interest could influence their decisions in the performance of their duties.
5. Gifts, entertainment and favours:
a. Employees must not accept entertainment, gifts or personal favours that could in any way influence business decisions in favour of any Customer or Supplier, current or potential, SSL is in business with.
b. Also, employees must not accept any other preferential treatment under these circumstances because this might be inclined or perceived to place them under the obligation to return the preferential treatment.
6. Kickbacks and Secret Commissions:
a. In line with SSL’s business activities, employees may not receive payment or compensation of any kind, except when authorised under the SSL’s business and payroll policies. SSL strictly prohibits the acceptance of kickbacks and secret commissions from Suppliers or others. Any breach of this rule will result in immediate termination and eventually in prosecution of the law.
7. Effective Grievance Processes and Worker Management Communication:
a. We as SSL have established an effective grievance processes which include the ability to raise grievances anonymously and confidentially without fear of retaliation. We organise regular training of employee’s on the grievance system.
b. Our suppliers have to establish similar process and they are also encouraged to involve worker representatives in resolution of grievances.
c. In addition to formal grievance processes, SSL believes that effective two-way communication between management and workers is key to creating strong and growing businesses.
8. SSL Funds and assets:
a. Employees having access to the company’s funds in any form must follow the prescribed procedures for recording, handling and protecting money as set forward in the organisation’s policies and procedures.
b. SSL imposes strict standards to prevent fraud and dishonesty.
c. If any employee becomes aware of any evidence of fraud or dishonesty, they should immediately advise their supervisor, the MD or even appropriate legal guidance in order to allow the company to investigate further.
9. Financial records and communication:
a. Accurate and reliable records are necessary to meet the company’s legal and financial obligations and these must reflect in an accurate and timely manner all business transactions.
b. The employees responsible for accounting must fully disclose and record all assets, liabilities or both and must exercise diligence in forcing these requirements.
c. Employees must not make or engage in any false records or communication of any kind whether internal or external, including but not limited to:
i. False expense, attendance, financial reports and statements
ii. False advertising, deceptive marketing practices, or other misleading representations
10. Dealing with outside companies, organisations and people:
c. Government Bodies i.e. Customs & Tax officials, Customers and Suppliers:In all matters relevant to the above organisations requirements, rules and regulations, all SSL employees must strictly adhere in following and respecting the obligations, rules and regulations at all times. Also in all matters and inquiries related to these organisations, all employees must make their best effort to achieve complete, accurate and timely communications, responding promptly and courteously to these requests.
b. When dealing with anyone outside the company, employees must take care not to compromise the integrity or damage the reputation of either SSL, their Customers, Suppliers or any other organisation SSL is dealing with.
Approved By: Yasmin Fazal Last revision: 03/03/2021